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Home My WebLink AboutFacility Booking Guidelines for Non-Profit Groups - MUN-FAC-4151 POLICY APPLIES TO THE FOLLOWING: ❑ All Employees ❑ POLICY Policy No: MUN-FAC-415 K �T�R ❑ Management ❑ Policy Title: FACILITY BOOKING Approval Date: March 28, 1994 ❑ GUIDELINES FOR NON- ❑ Temporary PROFIT GROUPS Reviewed Date: July 2016 Policy Type: COUNCIL Next Review Date: July 2028 I.B.E.W.636 ❑ Reviewed Date: June 2023 Category: Municipal Services ❑ Specified Positions only: ❑ Other: Last Amended: June 2023 Sub -Category: Facility Local Boards & Advisory Committees Author: Manager of Service Replaces: 1-415, Facility Booking Guidelines for Non -Profit Coordination and Improvement Groups Repealed: Dept/Div: Community Services Department, Neighbourhood Replaced by: Programs & Services Related Policies, Procedures and/or Guidelines: To be included at next review. 1. POLICY PURPOSE: To be included at next review. DEFINITIONS: To be included at next review. 3. SCOPE: 1 of 5 POLICY APPLIES TO THE FOLLOWING: ❑ All Employees ❑ All Full -Time Employees ❑ All Union ❑ Management ❑ C.U.P.E. 68 Civic ❑ Non Union ❑ C.U.P.E. 68 Mechanics ❑ Temporary ❑ C.U.P.E. 791 ❑ Student ❑ I.B.E.W.636 ❑ Part -Time Employees ❑ K.P.F.F.A. ❑ Specified Positions only: ❑ Other: ❑ Council ❑ Local Boards & Advisory Committees 1 of 5 Policy No: MUN-FAC-415 Policy Title: FACILITY BOOKING GUIDELINES FOR NON-PROFIT GROUPS To be included at next review. 4. POLICY CONTENT: 1. Background Neighbourhood Community Centres have been and will continue to be a focal point for Neighbourhood Association sponsored programs, services and activities in the community. Requests to allow free use for meeting or program space offered by other non- profit groups has increased in the past several months. The following guidelines reflect a re-evaluation of how space use is determined by the District/Centre Supervisor which accommodates these requests in a fair and equitable manner and at the same time ensures the best interests of Neighbourhood Association's facility space needs are maintained. The City of Kitchener owns and operates other recreation facilities such as swimming pools, senior citizen centres and arenas. These facilities were designed and operate in such a manner as to address the needs of a much larger geographic area than a neighbourhood. Although rooms may be available for monthly meetings of sports, cultural and neighbourhood groups, the programming and rental use of these facilities must reflect their citywide orientation. 2. Booking Considerations Leveraging community organizations that have specific skills, expertise and experience to offer a variety of programs and supports out of a community centre is key to the success of the centre, and to supporting the health and wellbeing of residents living in the surrounding neighbourhoods. It is inherent in the following guidelines that they do not, and cannot, cover all circumstances. It is therefore within City staff's discretion to ensure the spirit of the guidelines are met- a) It is vital to have a variety of programs, supports and services offered out of a community centre that meet the diverse needs of residents living in the surrounding neighbourhoods; b) Neighbourhood Associations are one of the City's important partners in the delivery of programs offered at city -owned community centres. When making decisions about the allocation of space at a city -owned community 2of5 Policy No: MUN-FAC-415 Policy Title: FACILITY BOOKING GUIDELINES FOR NON-PROFIT GROUPS centre, the space needs of Neighbourhood Association programs should be considered alongside the space needs of other diverse programming provided by other organizations and the City; c) Leveraging community organizations that have specific skills, expertise and experience to offer a variety of programs and supports out of a community centre is key to the success of the centre, and the health and wellbeing of residents living in the surrounding neighbourhoods; d) City staff have the final decision-making authority on the allocation and booking of space in a city -owned community centre; and, 3. Booking Process a) All ongoing space requests are to be submitted in writing to the District/Centre Supervisor or designate on a sessional basis. Requests must be submitted by June 1 for September - December session; October 1 for January - March session; December 1 for March - June and February 1 for July and August. Approval will be given on a sessional basis by the District/Centre Supervisor. b) Short notice requests will District/Centre Supervisor association(s) space re( allocated. 4. Designated Paid Rental Time be approved based on space availability by the It is understood that the primary neighbourhood Iuirements take precedence when space is These groups "Identified under booking considerations" will be charged the room rental fee plus applicable staff time as follows: a) Friday evening to Sunday evening for groups iii) and iv) b) Saturday noon to Sunday evening for groups i) and ii). NOTE: Special Events will be at the discretion of the District/Centre Supervisor. 5. Criteria (Excluding designated paid rental time) a) Any request from a non-profit organization which may not be compatible or complementary with the programs or activities offered by the local neighbourhood association(s) will be directed to the local associations for input or denied at the discretion of the District/Centre Supervisor. 3 of 5 Policy No: MUN-FAC-415 Policy Title: FACILITY BOOKING GUIDELINES FOR NON-PROFIT GROUPS b) Non-profit organizations adhering to the following criteria will not be charged a room rental fee. If staff are required over and above the regular budgeted time requested the organizations would be charged staff expenses. Other expenses incurred through facility usage i.e. photocopying, long distance call, operating costs will also be charged to the organization. i) The activity/program must be non -denominational, non- partisan/political and must complement the mandate and philosophy of the Community Services Department. ii) Activities and programs must be open to the general public. iii) The primary purpose of the program/activity must address a (District/neighbourhood need.) iv) The organization must supply appropriate and qualified leadership and supervision for the program or activity. The District/Centre Supervisor reserves the right to have input with respect to program activity, leadership supervision to ensure the safety of participants and the facility under the Occupier's Act. v) The program or activity should be compatible, or co-ordinated with a local neighbourhood association(s) program unless otherwise negotiated with the neighbourhood association(s). vi) The supports necessary for program implementation must be supplied by the sponsoring organization (i.e. printing requirements, support staff, insurance coverage, referral numbers, registrations, etc.) A contract must be signed by all parties involved. vii) If a space request from a non-profit organization is to run a program/activity which duplicates a neighbourhood association program the request will be directed to the primary user group for approval. c) An agency booking space to operate a program/activity with the intent to make a profit will be dealt with separately, a fee or percentage or profit will be negotiated, a contract will be developed. 5. Review of Policy In order to ensure the City's community centre operating model continually responds to changing circumstances and needs within the community, this policy will be up for review every five years. 4of5 Policy No: MUN-FAC-415 Policy Title: FACILITY BOOKING GUIDELINES FOR NON-PROFIT GROUPS 6. HISTORY OF POLICY CHANGES Administrative Updates 2001-12-01 - Minor updates 2016-06-01 -1-415 policy template re -formatted to new number system and number MUN-FAC-415. Formal Amendments 2023-06-26 — formal amendments completed as per Council direction. 5 of 5